Digital Documentation Class 9 Notes

Teachers and Examiners (CBSESkillEduction) collaborated to create the Digital Documentation Class 9 Notes. All the important Information are taken from the NCERT Textbook Information Technology (402) class 9.

Digital Documentation Class 9 Notes

A word processor is a software application used to create printable documents. WordStar was first the most popular word processing programme.

Using a typewriter has a number of restrictions, some of which are listed here.

1. In case of any typing error, the whole sheet is required to be typed again.
2. It takes extra typing time to send the same letter to several recipients at different addresses.
3. The typewriter misses some of the necessary characters or symbols. Using a typewriter, it is impossible to type all the characters.
4. Using a typewriter, it is impossible to create a document in the appropriate format.

Some of the features provided by popular word processors are as listed below.

• Create, edit, save, retrieve and print the document
• Select and move the text from one place to another in the document
• Copy the text to other places within the document
• Move or copy a selected text from one document to any other document
• Change the font size, font style of the text in the document
• Format paragraphs as well as pages
• Check spelling and grammar
• Create table, modify the size of the selected rows, columns or cells
• Combine one or more documents
• Insert pictures or graphs within the document
• Print the selected text or selected pages of the document

Digital Documentation Class 9 Notes

LibreOffice Writer

LibreOffice is a feature-rich, free and open source (FOSS) office productivity suite. At the moment, LibreOffice versions 6.0 and up are available.
The website offers a free download of it. This programme can be downloaded and used on a variety of operating systems, including Windows, Mac, and Linux. It publishes documents in Open Document Format (ODF) file format.

Getting started with word processor – Writer

Usually, a shortcut to LibreOffice can be found on the desktop or in the Quick Launch Taskbar. Depending on the operating system you’re running, the procedure could somewhat change (Windows or Linux).

  1. To start LibreOffice Writer in Windows, double click LibreOffice Writer icon in desktop
  2. Alternatively, click on the Start or Windows button, select LibreOffice → LibreOffice Writer from application window.
  3. Using the Search command, type the word ‘writer’ in the search field, and select LibreOffice Writer from the offered results.
  4. In Ubuntu Linux, find the LibreOffice Writer icon on the application launcher, or search it by clicking on ‘Show Applications’

Creating a document

Step 1 : Click on File Menu → New → Text Document.
Step 2 : Now save the file by clicking on the File Menu → Save. Give the name of the file. By default, the file is saved in .odt format.
Step 3 : Saving the file by another name It is possible to make another copy of the file by saving it

To Save a document using password

Step 1 : Select File → Save
Step 2 : Select the location on disk to save the file
Step 3 : Type a suitable name for the document
Step 4 : Click on Save button
Step 5 : To save the document with password, put a tick on the checkbox Save with a password
Step 6 : Type the password to open the file in Set password dialog box
Step 7 : Type the same password in the second box and click OK button

Parts of the Writer window

The various parts of the Writer window have been briefly explained below.

  1. Title bar – Title bar is located on the top of Writer window. It shows the title of the currently opened document.
  2. Menu bar – It appears below the Title Bar. It shows the menu items File, Edit, View, Insert, Format, Tables, Tools, Window and Help.
  3. Toolbars – The tool bar appears below Menu Bar. By default, the Standard Tool Bar and Formatting Tool Bar will appear.
  4. Standard toolbar – It contains commands in the form of icons.
  5. Formatting toolbar – It contains the various options for formatting a document. A graphical representation of commands is shown in the form of icons.
  6. Status bar – This is positioned at the left bottom of the Writer window and displays the number of pages, words, the language used, zooming, etc. It is located at the bottom of the workspace.
  7. Scroll button and scroll bar – It is used to scroll the document.
  8. Zoom – It allows to change the scale of the text and pictures in the document only for view. It does not affect the physical document. It is used to check the finishing quality of the document.

Digital Documentation Class 9 Notes

Editing the document

(a) Undo and Redo
• Open the existing file (For example, report.odt) and then start editing in it.
• If, by mistake, you have made some changes and now you want to erase the last change done, then
use the Undo option.
• After undo command, again if you want to go back then use the Redo option.

(b) Moving and copying text
Cut and Paste: It is used to move a selected text from one place to another.
• Select the text and click on Edit → Cut option or press CTRL+X
• Place the cursor where the text has to be moved. Click on Edit → Paste option or press CTRL+V

Digital Documentation Class 9 Notes

(c) Copy and Paste
It is used to make a duplicate copy of selected text.
Step 1: Select the text and click on Edit→ Copy option or press CTRL+C
Step 2: Place the cursor where the text has to be duplicated. Click on Edit→Paste option or press CTRL+V

(d) Selection criteria

There are several selection tricks to speed up the selection process as below.

To select a letter or lettersDrag the Mouse across the letter(s)
To select a single word at a timePosition the mouse pointer anywhere on that word and double click.
To select a complete sentence at a timePosition the mouse pointer anywhere in the sentence and triple click. (Triple click means to quickly click the left mouse button three times.)
To select a complete
paragraph at a time
Position the mouse pointer anywhere in the paragraph and quadruple click (Quadruple click means to quickly click the left mouse button four times.)
A documentPress Ctrl + A on the key board. Drag the mouse pointer till you see a right arrow which is white. Then click it thrice.

(e) Selecting non-consecutive text items

If the text is not continuous and you have been asked to select a part of the text from a paragraph, then perhaps you may say that it is not possible to select the non-consecutive text. But Writer provides a way to select the non-continuous text using the keyboard and mouse.

(f) Find and Replace

This feature is used to search for a text and replace it with other text.
• Select Edit → Find & Replace, the dialog box will open.
• Type the text to find in the Find box.
• To change the text with different text, enter the new text in the Replace box.

Digital Documentation Class 9 Notes

(g) Jumping to the page number

Sometimes we may require to jump to a particular page number. ‘Go to Page’ feature of Writer is useful. To do this, select the Edit Menu→ Go to Page (Keyboard shortcut: Ctrl+G).

(h) Non-printing characters

When you press keys like Enter, the Space Bar, and the Tab key, that do not appear on the screen, we are actually entering these characters is know as Non-printing characters. 

(i) Checking spelling and grammar

Writer helps us to correct the spelling. It also provides a grammar checker to check the grammar of the sentence. It can be used separately or in combination with the spelling checker. This is one of the important features of any word processing application.

To check the spelling and grammar of the document (or selected text), select Tools → Spelling and Grammar, or click the Spelling and Grammar button on the Standard toolbar, or press the keyboard key F7.

  1. Automatic Spell Checker – checks each word as it is typed and displays a wavy red line under any unrecognised words. Right-click on an unrecognised word to open a context menu. Certain suggestions will be displayed for the selected word. Click on the most appropriate word out of the suggested words to replace the underlined word.
  2. Using synonyms and the thesaurus – Sometimes you search for a word having a similar in meaning to the word you have in mind. A word processor helps to look up synonyms (different words with the same meaning) and antonyms (words with the opposite meaning) in the thesaurus. The list of synonyms can be accessed from a context menu.

Digital Documentation Class 9 Notes

Formatting a document

To setup a page, select and click on the Format → PageSetup and the Page option.

Page style dialog

It allows to select paper size and format (A4, A5, B4, Letter). User can adjust ‘Orientation’ as Portrait or Landscape. The user can set the Margins (Left, Right, Top, Down).

Formatting text 

There are various methods of formatting text. We can apply any one method as per the suitability. These
methods are
• use the menu options from menu bar.
• use the readily available buttons on the formatting toolbar.
• use the context menu. The context menu appears by right clicking on the selected text.
• use the keyboard shortcut.

Digital Documentation Class 9 Notes

Removing manual formatting

To see the effect of formatting the text, first remove manual formatting. For this, select the text and choose
Format → Clear Direct Formatting from the Menu bar, or click the Clear Direct Formatting button on the
Formatting toolbar, or use Ctrl+M from the keyboard.

Common text formatting

Some of the common text formatting features.
1. Changing font size – by selecting font size.
2. Changing font style – bold, italic, underline
3. Changing font type – by selecting font drop down.
4. Changing font colour – by selecting font colour icon.

Changing text case

It is possible to change the case of the text. There are 6 Change Case options in LibreOffice

  • lower case
  • Cycle Case
  • Sentence case
  • Capitalize Every Word
Superscript and Subscript

For example, in the date 5th July, the ‘th’ character appearing after 5 is in the superscript case. In some situations, such as while writing scientific/chemical formula, such O2, the character 2 is in the subscript case.
Now, in our example, change the 5th July to 5th July.
• To apply superscript: Select the text and select Format → Text → Superscript
• To apply subscript: Select the text and select Format → Text → Subscript

Digital Documentation Class 9 Notes

Paragraph style

Every paragraph in a LibreOffice Writer document has a paragraph style.

Indenting paragraphs – The entire paragraph can be indented in one step. there is a two different type of indent ‘Increase Indent’ and ‘Decrease Indent’. 

Aligning paragraphs – The paragraph can be aligned as Left, Right, Center and Justify.

Font colour, highlighting, and background colour – There are three more tools—Font Color, Highlighting,
and Background tools on the Format Toolbar.

Using the bullets and numbering – You can assign the bullets or numbering to the list items in the document by using the options on the Bullets and Numbering toolbar. You can also create a nested list by using the buttons on the Bullets and Numbering toolbar.

Assigning colour, border and background – To assign background colour to the paragraph, first select the paragraph. Select Format → Paragraph → Area→ Colour, then select the colour. To assign border to the paragraph, select the paragraph, then select Format → Paragraph → Borders → Select Line – Style, Width, Colour.

Digital Documentation Class 9 Notes

Page formatting

Setting up basic page layout using styles – Page styles define the basic layout of all pages in the document.
It includes page size, margins, header and footer, border and background, number of columns, etc.

Inserting a page break – Page break helps to break the current page and move to the next page. To break the current page and start the new page select Insert → Page Break from the Menu bar or use the keyboard command (Ctrl + Return).

Creating header/footer and page numbers – Headers appear at the top of every page; footers appear at the bottom of a page. To insert header in the document, select Insert → Header and Footer → Header and To insert footer in the document, select Insert →Header and Footer → Footer.

Defining borders and backgrounds – You can apply the border in the individual characters or to selected text. you can also add background color to the paragraph. 

Inserting images, shapes, special characters in a document – 

  1. Inserting image – To insert an image in your document, position the cursor where you want to insert the file, select Insert → Image. Another alternative is, just click on the insert image icon, located below the Formatting Toolbar.
  2. Inserting special characters – special character, such as ¶ or which cannot be typed by using the keyboard. LibreOffice Writer provides a feature to enter the special characters in document. To do
    this select Insert → Special Character.
  3. Inserting shapes – It is possible to insert various shapes in your document. The variety of shapes
    consists of Lines, Arrows, Symbols, Stars, Callouts, Flowcharts. to insert shapes in documents select Insert → Shape.

Dividing the document page into columns – You can divide the documents in two or three column using columns option. It is used in magazines and newspapers. To divide the page into columns, select Format → Column.

Digital Documentation Class 9 Notes

Creating and managing tables

The representation of data in a tabular format is called as table. A table has a number of rows and columns. It is also possible to have a table with one row and one column. To represent data you have to create a table. LibreOffice Writer provides a very rich tool for creating and managing a table. The various features of the table are:

Creating a table

The simplest way to create a table is, click the Table icon on the Standard toolbar. Second method, Select Table → Insert Table from the Menu bar or Press Ctrl+F12.

Inserting rows and columns

Choose Insert → Rows Above/Below or Insert → Columns Above/Below. Set number to define the number of rows or columns to be inserted, and select the Position as Before or After.

Digital Documentation Class 9 Notes

Deleting rows and columns

Right-click and choose Delete → Rows or Delete → Columns.

Splitting and merging tables

Choose Table → Split Table from the Menu bar.

To merge two tables

Right-click and choose Merge Tables in the context menu. You can also use Table → Merge Table from the Menu bar.

Deleting a table

Choose Table → Delete Table from the Menu bar.

Copying a table

  • From the Menu bar choose Table → Select → Table.
  • Press Ctrl+C or click the Copy icon on the Standard toolbar.

Moving a table

  • From the Menu bar, choose Table → Select Table.
  • Press Ctrl+X or click the Cut icon in the Standard toolbar.
  • Press Ctrl+V or click the Paste icon in the Standard toolbar. (This pastes the cells and their contents and formatting.)

Digital Documentation Class 9 Notes

Printing a document

To quickly print the document without any option, Click the Print icon. The entire document will be sent to the default printer defined for your computer.

Print preview

Print Preview is useful to check the document before printing. A user can check whether the document is prepared as needed, such as indentation, borders, etc.

Controlling printing

To print the document with certain options, use the Print dialog (File → Print or Ctrl+P). From the Print dialog, you can choose options as per your requirement. They are Printer, Properties, Print Range, Copies and Options. The selected options will work for the current document only. 

Printing all pages, single and multiple pages

One can select the printing option as per their choice.
There are three options to print the number of pages in a document.
• To print all the pages in sequence, choose the option All pages.
• To print a single page, or number of nonconsecutive pages, choose the option Pages, and give the page numbers separated by comma. If you want to print the pages that are consecutive give the range of pages first and last page.
• To print only the selected text, choose the option, Selection.

Digital Documentation Class 9 Notes

Mail Merge

mail merge is used to create a series of same documents with multiple addresses. Mail merge is the process of merging the main document (letter or certificates) with the mailing address of various persons. The main document is merged with the mailing address, hence the name mail merge. It is used to send invitations, letters or to print certificates for several people.

To create multiple letters using Mail Merge Wizard, select Tool → Mail Merge Wizard.

Creating the data source

A data source is a set of mailing addresses in the form of a rows and columns generally called database. The content of the database is in the form of data records.

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